Administrative Assistant II (Infectious Disease Clinical Research Program)

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Updated: June 27, 2019
Job ID: 214812
Status: Full-Time
Regular/Temporary: Regular
Location: San Diego, CA, United States

Join the HJF Team!

HJF is seeking an Administrative Assistant to perform a wide range of administrative and clerical duties for the Infectious Disease Clinical Research Program (IDCRP) at the Naval Medical Center in San Diego, California. HJF provides scientific, technical and programmatic support services to IDCRP.

Work assignments are complex in nature and considerable judgment is required in resolving problems.


  1. Answers phones and takes and delivers messages to staff. Provides information to callers as appropriate. Calls study participants to schedule and/or confirm study visit appointments.
  2. Sets up and maintains department files. Responsible for maintaining adequate supply of project documents such as case report forms, informed consents, and source documents.
  3. Assists in arranging conferences and other meetings, including travel arrangements.
  4. Responsible for supply orders, including shipping and receiving of packages.
  5. Maintains and updates databases and spreadsheets as needed.
  6. Operates and maintains automated office equipment as needed.
  7. Determines and prepares policies and procedures for research group as directed by supervisor.
  8. Maintains tracking reports, competency files and other human resource related tasks.
  9. Maintains inventory reports and conducts routine inventory of equipment and supplies.
  10. Assists supervisor and Research Physician with various requests including tracking program documents, travel orders, journal and/or abstract submissions and literature searches.
  11. Prepares recruiting schedule for Research Team.
  12. Provides and maintains program office supplies.
  13. Performs other duties as assigned.

 Required Knowledge, Skills, and Abilities:  Knowledge of proper grammar, punctuation, spelling, etc.; excellent communication skills; ability to type at least 60 wpm, operate a word processor or computer, and effectively communicate with a diverse group of people

Minimum Education/Training Requirements: Associate's degree

Minimum Experience: 2 to 4 years office experience

Work Environment: Office environment

Background: US Citizenship required; ability to obtain Department of Defense issued Secret Clearance.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.